Tips

This letter should both inform the employee of the new responsibilities and state the reason(s) for the change. It may describe the duties in detail, or simply outline them with the promise of additional training.

Steps

1. Explain why you are changing the reader's responsibilities.

Sentences

The company has grown to the point that we need a purchasing coordinator.

Your idea of establishing the position of ombudsman has met with a warm reception.

We need to make some adjustments in order to distribute our workload more evenly.

With the explosive growth in the number of calls to our help hotline, we feel that you are becoming overloaded.

We have been very impressed with the growth you have brought to the northern route, but realize that it has now become rather unwieldy for one person to manage.

We are sympathetic to your request to travel less and are very sorry that your wife is experiencing such severe health problems.

Phrases

after considerable analysis and discussion

are sympathetic to your request

are overloaded

as you are already aware

company has grown

even out our workload

have been very impressed with

make some adjustments

some adjustments seem necessary

the restructuring has led to

the position of

to accommodate the growth of

to manage the increasing workload in

up until now

need to establish a

will announce the change on

will be in everyone's best interests to

with the installation of

your current responsibilities include

your idea of

your suggestion that

2. Describe how the reader's duties will change.

Sentences

I want you to take on this position as of January 1. You will need to keep current lists of all major equipment and all purchases involving sums greater than $500.

Your responsibilities will include advising department heads on capital equipment purchases and making sure that equipment is not duplicated unnecessarily.

Jane will take over your current duties.

We think you are the ideal person to take on these responsibilities, and we suggest that you proceed according to the plan you outlined at our meeting on March 5.

You and Jane will continue to work in Classified Ads, but will do your own billing. This additional duty should be easy for you now that we have the new computer program in place. Ashley will show you how to do the billing, and we would like you to show her the ropes in the classified section.

From now on please concentrate on the hotline, where you have been doing extremely well. We would like you to continue to process incoming mail as well, but Jane will assume your purchasing duties.

It seems that our best strategy will be to move you to a desk job, at least temporarily. Please contact John, who will discuss the details with you.

Phrases

are the ideal person to

is important that you

major responsibilities will include

new responsibilities will entail

our best strategy seems to be

please concentrate your efforts on

proceed as we discussed

responsibilities will include

suggest that you

take on this position as of

this additional duty should be

will take over your current

will need to

will now be responsible for

will also be responsible for

will effect an equitable division of

will discuss the details

will continue to work in

would like you to continue to

your primary responsibility will be

3. Prompt feedback.

Sentences

Please meet with me in my office on Monday at 11 a.m. We will work out the details and discuss any concerns you may have.

This is a new adventure for the company, and doubtless there will be some problems along the way. Please do not hesitate to contact me if you need help.

I would appreciate a call from you within two weeks to let me know how things are working out.

I think you will all enjoy the new arrangement, but if any unforeseen problems arise, please let me know.

This poses an immediate challenge for you, but the rewards should be great. If you have any concerns, please see me.

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